RFP #2026-452 Community Accessibility and Inclusion (CAI) for Children and Youth with Special Health Care Needs (CYSHCN)

O C H D
NEIDA OUNTY EALTH EPARTMENT
ANTHONY J. PICENTE, JR DANIEL W. GILMORE, PH.D., MPH
ONEIDA COUNTY EXECUTIVE DIRECTOR OF HEALTH
"PROMOTING & PROTECTING THE HEALTH OF ONEIDA COUNTY"
ONEIDACOUNTYNY.GOV/HEALTH
ONEIDA COUNTY HEALTH DEPARTMENT
REQUEST FOR PROPOSALS
FOR
Community Accessibility and Inclusion (CAI) for Children and
Youth with Special Health Care Needs (CYSHCN)
RFP #2026-452
Issue date: May 13, 2026
Issued by: Daniel W. Gilmore, Ph.D., MPH, Director
Oneida County Director of Health
(315) 798-6400
dglimore@oneidacountyny.gov
Proposals due: May 29, 2026 by 4:00 PM EST
ADMINISTRATION SPECIAL CHILDREN SERVICES ENVIRONMENTAL HEALTH CLINICAL SERVICES
ONEIDA COUNTY OFFICE BUILDING ONEIDA COUNTY OFFICE BUILDING ONEIDA COUNTY OFFICE BUILDING ONEIDA COUNTY CLINIC BUILDING
800 PARK AVE. UTICA, NY 13501 800 PARK AVE. UTICA, NY 13501 800 PARK AVE. UTICA, NY 13501 406 ELIZABETH ST. UTICA, NY 13501
TEL: (315) 798-6400 FAX: (315) 266-6138 TEL: (315)798-5249 FAX: (315) 731-3491 TEL: (315) 798-5064 FAX: (315) 798-6486 TEL: (315) 798-5747 FAX: (315) 798-1057

Table of Contents
1. AGREEMENT ACKNOWLEDGEMENT .................................................................... 3
2. PURPOSE ....................................................................................................................... 4
3. GOALS.............................................................................................4
4. ELIGIBILITY FOR CAI SERVICES..........................................................4
5. STAFF QUALIFICATIONS ......................................................................................... 4
6. APPLICANT ELIGIBILITY .......................................................................................... 4
7. TERM...............................................................................................5
8. GEOGRAPHICAL AREA TO BE SERVED..................................................5
9. SCOPE OF SERVICES...........................................................................5
10. COMPENSATION................................................................................5
11. DATES AND DEADLINES.....................................................................6
12. PROPOSAL EVALUATION .......................................................................................... 6
13. ADDITIONAL CONTRACT CONSIDERATIONS.........................................7
14. RFP QUESTIONS.................................................................................8
15. MISCELLANEOUS..............................................................................8
16. PROPOSAL COVERSHEET..................................................................10
17. PROPOSAL COMPONENTS ...................................................................................... 11
18. APPLICATION CHECKLIST ..................................................................................... 12
19. STANDARD ONEIDA COUNTY CONDITIONS ACKNOWLEDGEMENT ......... 13
20. NON-COLLUSION CERTIFICATION ...................................................................... 14
21. SEXUAL HARASSMENT PREVENTION CERTIFICATION ................................. 15
22. RECYCLING AND SOLID WASTE MANAGEMENT CERTIFICATION ............. 16
23. PURCHASE OF TROPICAL HARDWOODS PROHIBITION CERTIFICATION .. 17
24. ADDENDUM - STANDARD ONEIDA COUNTY CONDITIONS .......................... 18
2026 CAI SERVICES for CYSHCN RFP #2026-452
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1. AGREEMENT ACKNOWLEDGEMENT
It is understood and agreed by the Offeror that:
1. This Request for Proposals (herein referred to as "RFP") does not require the County of
Oneida (herein referred to as the "County") to award any contracts, pay the costs incurred in
the preparation of response to this RFP, or to procure or contract services. The County
reserves the right to accept or reject any or all proposals that do not completely conform to
the instructions given in the RFP.
2. The County reserves the right to amend, modify or withdraw this RFP, and to reject any
proposals submitted, and may exercise such right at any time, without notice and without
liability to any offeror (herein referred to as the "Applicant") or other parties for their expenses
incurred in the preparation of a proposal or otherwise. Proposals will be prepared at the sole
cost and expense of the Applicant.
3. Submission of a proposal will be deemed to be the consent of the Applicant to any inquiry
made by the County of third parties regarding the Applicant's experience or other matters
relevant to the proposal.
4. The awarded agreement may be terminated, in whole or in part, by the County. Such
termination shall not affect obligations incurred under the awarded Agreement prior to the
effective date of such termination.
5. Funds shall not be paid in advance and shall be used only for services as approved and set
forth by the County. The County shall have no liability to an Applicant beyond funds set forth
in the executed agreement.
6. Any revision of the approved proposal requires written justification to the County for
consideration, which may or may not be approved.
7. Necessary records and accounts, including financial and property controls, shall be
maintained, and made available to the County for audit purposes.
8. All reports of investigations, studies, publications, etc., made because of this proposal,
information concerning individuals served, and/or studies under the project, are confidential
and such information shall not be disclosed to unauthorized individuals. Applicants
acknowledge that the County is subject to Article 6 Freedom of Information Law (FOIL).
All references to time contained in this RFP are Eastern Standard Time (EST). Applicants are
encouraged to make their submissions in advance of the submission date, as the dates and times
specified in this RFP may not be extended in the event Oneida County offices are closed for any
reason, including, but not limited to, inclement weather.
______________________________ _______________________________________
Legal Name of Organization Signature
__________________ _______________________________________
Date Print Name
_______________________________________
Title
SIGN AND RETURN WITH BID SHEET OR PROPOSAL
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2. PURPOSE
The Oneida County Health Department (herein referred to as the "County") is seeking proposals
from Applicants to provide Community Accessibility and Inclusion (CAI) services for CYSHCN
in Oneida County, NY. The CAI services for CYSHCN shall consist of designing, implementing
and operating a sensory room at the 2026 Oneida County Fair. The sensory room(s) will be a
dedicated, staffed space within the fairgrounds designed to support children and youth with special
health care needs and sensory sensitivities who may experience barriers to participation in large,
crowded, and high stimulation environments. This project is intended to reduce identified
community barriers related to sensory overload and limited availability of inclusive
accommodation at large community events. In addition to enhancing the physical environment of
the fairgrounds, the project will create an inclusive recreational opportunity by enabling CYSHCN
and their families to participate more fully in a major community event.
The County was awarded funding for these services from the New York State Department of
Health (DOH) and, for the purposes of this project, intends to subcontract these services through
an eligible applicant(s). Although staff will be employed through the awarded Applicant(s), they
are still required to adhere to rules and regulations of New York State.
3. GOALS
The overall goals of the CAI services for CYSHCN are as follows:
A. Design, implement and operate a sensory room at the 2026 Oneida County Fair to be
available to CYSHCN and their families attending the fair and will serve as a temporary
physical space that enhances inclusion by allowing families to take breaks from sensory
stimulation and re-engage in fair activities as tolerated.
B. Plan and configure the sensory space to provide appropriate sensory regulation supports
and adaptive materials.
C. Staff the room with trained personnel during the 2026 Oneida County Fair.
D. Coordinate with Oneida County Fair organizers to ensure accessibility, safety and
alignment with fair operations.
4. ELIGIBILITY FOR CAI SERVICES FOR CYSHCN AT THE ONEIDA COUNTY
FAIR
The selected Provider (hereinafter "Provider") shall provide services and/or support to children
youth with special health care needs and their families who attend the 2026 Oneida County Fair.
5. STAFF QUALIFICATIONS
The Provider shall staff the sensory room with personnel trained to assist CYSHCN with sensory
sensitivities and their families.
6. APPLICANT ELIGIBILITY
If an Applicant does not currently operate services in Oneida County, NY, they shall need to be
ready to operate services in this area prior to the execution of the Agreement, if awarded.
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7. TERM
It is the intent of the County to award an Applicant for a term to begin July 6, 2026, and end
August 17, 2026.
8. GEOGRAPHICAL AREA TO BE SERVED
This RFP will serve all eligible attendees of the 2026 Oneida County Fair.
9. SCOPE OF SERVICE
CAI services funding will support the design, set up and operation of a temporary sensory room
hosted at the 2026 Oneida County Fair. The sensory room will provide an inclusive, supportive
environment for children and youth with special heath care needs and sensory activities, enabling
participation in a large community event that may otherwise present significant barriers. These
CAI services shall include:
Sensory Room Design and Planning: A qualified community-based agency shall design a
sensory room to be hosted at the 2026 Oneida County Fair. Services will include planning sensory
environment, identifying appropriate sensory environment, identifying appropriate sensory
supports and accommodations, and coordinating layout and accessibility considerations to ensure
the space is inclusive and developmentally appropriate for children and youth with special health
care needs. This activity addresses identified community barriers related to sensory overload and
limited access to inclusive community experience.
A. Sensory and Adaptive Materials: A qualified community-based agency shall provide
sensory and adaptive materials required for the temporary sensory room at the 2026
Oneida County Fair. Materials may be tactile, visual, auditory, and calming supports
designed to assist with sensor regulation. All materials will be selected to support
accessibility, inclusion, and safety and will be used exclusively for the CYSHCN-CAI
funded activity.
B. Staffing and on-Site support Services: A qualified community-based agency shall
provide staffing services to operate and supervise the sensory room during the 2026
Oneida County Fair. Staff may include trained professionals or paraprofessionals
experienced in sensory support, disability inclusion, or family centered services. Staff
will provide on-site support to children and families, assist with sensory regulations
strategies, and ensure a safe and welcoming environment for all participants.
C. Coordination, Oversight and Reporting: A qualified community-based agency shall
coordinate, implement oversight and report as required, including, but not limited to,
coordination with Fair organizers, scheduling, compliance monitoring and collection of
participation and utilization data to measure outcomes related to increased access,
participation and inclusion for children and youth with special health care needs.
10. COMPENSATION
The County shall reimburse the awarded Provider a maximum of Seventy-seven Thousand Five
Hundred and Fifty-nine Dollars and No Cents ($77,559.00), budgets should be divided into the
following categories:
A. Sensory Room Design and Planning
B. Sensory and Adaptive Materials
C. Staffing and On-Site Support Services
D. Coordination, Oversight and Reporting
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11. DATES & DEADLINES
The following are important dates relevant to this RFP.
A. RFP Issue Date: 05/13/2026
B. Proposals Due: 05/29/2026
C. *Notification of Award Status: 06/05/2026
D. *Agreement Term Start: 07/06/2026
12. PROPOSAL EVALUATION
A. Proposals will remain valid until the execution of a contract by Oneida County, unless otherwise
rejected consistent with this RFP.
B. Proposals received will be examined and evaluated by the Oneida County Health Department. The
evaluation committee will review all proposals to determine responsiveness and responsibility prior
to scoring.
C. Proposals shall be evaluated based upon the following criteria:
CRITERIA DESCRIPTION WEIGHT
Program Design and Approach Demonstrates a clear 25%
understanding of the purpose
of the RFP and the needs of
Children and Youth with
Special Health Care Needs
(CYSCHN). Includes quality
and feasibility of the sensory
room design, inclusion
strategies, and
appropriateness for a large-
scale public event
Organizational Experience and Experience providing 20%
Capacity services to CYSHCN or
similar populations.
Demonstrated experience
with sensory-based
programming and
implementation in
community or event-based
settings. Includes
organizational stability and
past performance.
Staffing Plan and Qualifications Adequacy of staffing levels, 15%
qualifications. Training, and
supervision. Ability to
provide appropriate on-site
support to children and
families during the event.
Sensory Environment and Quality, safety, and 10%
Materials appropriateness of proposed
sensory materials and
supports. Ability to meet a
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range of sensory needs in an
inclusive environment.
Implementation and Operations Feasibility of setup, 10%
Plan operation, and break down.
Coordination with County
and event organizers. Clarity
of timeline and operational
approach.
Budget and Cost Effectiveness Reasonableness and clarity of 10%
the proposed budget.
Alignment with available
funding. Demonstrates cost
effectiveness and value to the
County
Reporting and Oversight Plan for tracking 5%
participation, outcomes, and
service utilization. Ability to
report data to the County.
Overall Proposal Quality and Organization, clarity, and 5%
Responsiveness completeness of the proposal.
Responsiveness to all RFP
requirements.
D. Evaluation Process Proposals will be evaluated in accordance with the following process:
1. The evaluation committee will independently review and score each proposal.
2. Scores may be averaged or otherwise compiled to determine a final ranking.
3. The County reserves the right to: request clarification or additional information from
proposers, conduct interviews, if deemed necessary, and negotiate with one or more proposers.
4. Final award recommendation will be made based on the proposal determined to be in the best
interest of the County, considering both technical merit and cost.
E. Award
1. The County intends to award one contract; however, the County reserves the right to award in a
manner deemed to be in its best interest.
2. A notice of contract award shall not be binding upon the County until the contract has been fully
executed by all parties.
13. ADDITIONAL CONTRACT CONSIDERATIONS
The County intends to distribute one award under this RFP upon the Applicants proposal and
budget submissions. The length/duration of the awarded contract will be July 6, 2026 through
August 17, 2026.
A. The County takes the issue of privacy and confidentiality very seriously and values the
trust you place in us. Please be advised that all information contained within County
Agreements are public record once you provide it and may be subject to public inspection
and copying if not otherwise protected by federal or state law.
B. All Applicants are hereby advised that the County may contact references provided as a
part of any proposal and may solicit and secure background information based on the
information, including references, provided in response to this RFP. By submission of a
proposal, all Applicants agree to such activity and release the County from all claims
arising from such activity.
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C. Proposals may be modified or withdrawn at any time prior to the deadline for submission,
upon written notice to the County, where applicable.
14. RFP QUESTIONS
Please direct all questions regarding this RFP to the Oneida County Health Department.
Applicants may email the Oneida County Health Department at dgilmore@oneidacountyny.gov .
15. MISCELLANEOUS
A. INSURANCE: The chosen Applicant shall obtain and maintain Commercial General
Liability Insurance with limits of $1,000,000 each occurrence and $3,000,000 annual
aggregate, with coverage for abuse and molestation and Oneida County and Boonville Fair
Association, Inc., P.O. Box 775, Boonville, NY 13309 shall each be included as an
Additional Insured. The chosen Applicant shall also obtain and maintain Professional
Liability/Errors and Omissions Coverage, with limits of $1,000,000 each occurrence and
$2,000,000 aggregate, I f applicable. The chosen Applicant shall obtain and maintain
Automobile Liability with limits of at least $1,000,000 each accident and Oneida County
shall be included as an Additional Insured. The chosen Applicant shall maintain
Commercial Umbrella with limits of at least $5,000,000 and Oneida County shall be
included as an Additional Insured. The chosen Applicant shall obtain and maintain a
Workers' Compensation and Employer's Liability policy at statutory New York limits, if
applicable. Proof of insurance coverage must be provided to the County prior to the
execution of this Agreement. It is expressly understood that if during this Agreement, said
insurance policy is canceled or otherwise allowed to lapse, the chosen Applicant must
provide the County proof of insurance consistent with the requirements listed above.
Failure to do so may result in the immediate termination of this Agreement.
B. WAIVER OF SUBROGATION: The chosen Applicant waives all rights against the
County and its agents, officers, directors and employees for recovery of damages to the
extent these damages are covered by Applicant's Commercial General Liability,
Automobile, Professional Liability/Errors and Omissions, Umbrella Liability or Workers'
Compensation and Disability Benefits insurance maintained per requirements stated in this
RFP.
C. CERTIFICATES OF INSURANCE: Prior to the start of any work, the chosen Applicant
shall provide a certificate of insurance to the County. Attached to each certificate of
insurance shall be a copy of the Additional Insured Endorsement (listing the County of
Oneida at its principal offices) that is part of the chosen Applicant's Commercial General
Liability Policy, if applicable. These certificates and the insurance policies required above
shall contain a provision that coverage afforded under the policies will not be canceled or
allowed to expire until at least 30 days' prior written notice has been given to the County.
The chosen Applicant shall provide proof of workers' compensation insurance, where
applicable, prior to the execution of this Agreement. The chosen Applicant shall provide
proof of disability insurance, where applicable, prior to the execution of this Agreement.
D. DEFENSE, INDEMNIFICATION, AND HOLD HARMLESS: To the fullest extent
permitted by law, the chosen Applicant agrees to indemnify, defend and hold harmless the
County, and its agents and employees or any of them from and against suits, claims,
actions, liabilities, damages, professional fees, including attorney's fees, costs, court costs,
expenses, disbursements or claims of any kind or nature, including by reason of statute or
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operation of law, for injury to or death of any person or damage to any property (including
loss of use thereof) arising out of or in connection with the performance of the Agreement
and alleged to be caused in whole or in part by (i) the culpable acts or omissions of the
chosen Applicant, its subcontractors or suppliers, anyone directly or indirectly employed
by them or anyone for whose acts they may be liable, or (ii) the breakage or malfunctioning
of any equipment used by or furnished to chosen Applicant, its subcontractors or suppliers,
anyone directly or indirectly employed by them or anyone for whose acts they may be
liable.
E. INDEPENDENT CONTRACTOR: It is expressly agreed that the relationship of the
chosen Applicant to the County shall be that of an Independent Contractor. The chosen
Applicant's employees shall not be considered employees of the County for any purpose
including, but not limited to, claims for unemployment insurance, workers' compensation,
retirement, or health benefits. The chosen Applicant and its employees, in accordance with
their status as independent contractors, covenant and agree that they shall conduct
themselves in accordance with such status, that they shall neither hold themselves out as,
nor claim to be officers, employees, agents, or servants of the County or the Department
by reason thereof and that they will not by reason thereof, make any claim, demand, or
application to or for any right or privilege applicable to an officer or employee of the
County.
F. ACCOUNT REPRESENTATIVE: The chosen Applicant shall appoint, by name, a
company representative who shall be responsible for servicing this agreement. The
representative shall be responsible for providing the services required to ensure that the
Agreement is administered in an organized systematic manner.
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16. PROPOSAL COVERSHEET
*Please attach this Proposal Coversheet with your formal proposal*
I. APPLICANT INFORMATION
A. Name of entity/individual: __________________________________________________
B. Mailing address: _________________________________________________________
C. EIN or Federal Tax ID : ____________________________________________________
D. Name of individual submitting this proposal: ___________________________________
E. Title of individual submitting this proposal: ____________________________________
F. Email of individual submitting this proposal: ___________________________________
G. Additional individuals to receive RFP correspondence (type N/A if applicable)
i. Name, title & email: _________________________________________________
ii. Name, title & email: _________________________________________________
II. IDENTIFIED ACCOUNT REPRESENTATIVE
A. Name: __________________________________________________________________
B. Title: ___________________________________________________________________
I hereby certify that the information in the Proposal Coversheet, Proposal Narrative, and all
additional attachments are correct to the best of my knowledge, and that I am authorized to sign
and submit this proposal.
____________________________________ __________________________________
Signature Print Name
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